Correspondence State MI-Access & MEAP Access
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Click Here for the home page for MI-Access and additional information on assessment for students with disabilities. Webcasts are in the MI Streamnet archives if you were not ableto view it during the live broadcast. Go to: www.mistreamnet.com. June 1, 2010 MI-Access Spring 2010 Results Now Available Dear District MI-Access Coordinator: We are please to announce that the Student Data File and the following reports for the Spring 2010 MI-Access assessments are now available on the OEAA Secure Site at www.michigan.gov/oeaa-secure:
The MI-Access contractor, Questar Assessment, Inc., has begun the process of shipping printed reports for Spring 2010 MI-Access results. Until these results are released to the news media by the Michigan Department of Education (MDE), districts are limited in what they may distribute or discuss. After district coordinators distribute reports to schools that participated in MI-Access assessments, schools are permitted to do the following:
Districts and schools may NOT discuss with or release to students, their parents, the news media, or the general public any school or district summary data until the MDE releases such data to the news media. RELEASE OF SCHOOL AND DISTRICT RESULTS IN ADVANCE OF THE PUBLIC RELEASE DATE MAY JEOPARDIZE THIS ADVANCE POSTING FOR YOUR SCHOOL IN THE FUTURE. A RELEASE DATE WILL BE ANNOUNCED BY THE MICHIGAN DEPARTMENT OF EDUCATION. If you have questions regarding this embargo, please call 877-560-8378 or send an email message to oeaa@michigan.gov. If you are unable to access the reports there may be outstanding fees associated with late shipment of materials or missing barcodes. April 26, 2010 MI-Access Spring 2010 TestedRoster Deadline Dear District MI-Access Coordinator: You previously received an email informing you that yourdistrict’s Tested Roster for the Spring 2010 MI-Access Grade 11assessments have been posted to the OEAA Secure Site (www.michigan.gov/oeaa-secure)for your review. The deadline to verify Tested Roster and make any necessarydemographic corrections and/or research requests for your district isTuesday April 27, 2010, at 5:00 p.m. This is your FINAL opportunity to:
If you need assistance before the deadline, contact OEAA at877-560-8378 or send an email message to oeaa@michigan.gov. Thank you for yourassistance in this important process. Best regards, Dan Evans From: James Griffiths Date: April 22, 2010 Subject: Fall 2010 MEAPand MI-Access Pre-Identification and Initial Material Orders This notice is intended exclusively for schools (publicand nonpublic) that will administer the MEAP or MI-Access assessments in Fall 2010. If you are anonpublic school and will NOT administer the MEAP or MI-Access in Fall2010, please email nonpublicschools@michigan.govto have your testing status updated to "Not Testing" inthe Educational Entity Master (EEM). If your EEM testing status is notchanged, you will continue to receive Fall 2010 assessment information.Due to the historically large number of emails returned undeliverableand the importance of this annual announcement, a paper copy will alsobe sent. NOTE: As previously announced, MEAP-Access will not beadministered in Fall 2010; therefore, no MEAP-Access Pre-Id or orderinstructions are provided. To ensure continued communications about Fall 2010assessments, please do not delay in checking the Educational EntityMaster (EEM) (www.michigan.gov/eem)and assuring all of the following have been correctly identified andtheir contact information is up-to-date, including an email address forthe following roles: 1) District MEAP Coordinator, 2) District MI-AccessCoordinator, and 3) District ELPA Coordinator. Building-levelassessment coordinator information should also be entered in the EEM. Emailaddresses for coordinators are very important since email is ourprimary method of communication. Anyone can access the EEM to reviewinformation; however, only the authorized EEM user for your districtcan make changes in the EEM. To learn the name of the EEM authorizeduser for your district, or if you have questions about the EEM, pleasesend an email message to CEPI@michigan.gov orcall 517-335-0505 and select option 3. Please provide your name,district name and code, your telephone number (including area code andextension), your email address, and your specific question. The accompanying documents contain important informationregarding pre-identification of students and initial material ordersfor the Fall 2010 MEAP and MI-Access assessments: • Fall 2010 MEAP Pre-Id Options • Fall 2010 MEAP - Steps for Pre-Id and placing InitialMaterial Orders • Fall 2010 MI-Access - Steps for Pre-Id and placingInitial Material Orders Material overages will be built into your orderautomatically, so there is no need to "pad" your orders. Please orderonly the assessment materials that you need. In previous assessmentcycles, districts were asked to select a Pre-Id option and return a formto OEAA to indicate which Pre-Id option the district would use. Thesepaper forms have been eliminated for Fall 2010. Instead, please followthe Pre-Id and initial material order instructions provided on thefollowing pages. For any other questions or concerns about the Fall 2010 MEAP andMI-Access assessments, please contact OEAA at OEAA@michigan.gov or877-560-8378. April 20, 2010 Important, Spring 2010 Tested RosterDeadline Changes Dear District MI-Access Coordinator: You previously received an email informing you that the TestedRoster for Spring 2010 assessments grade 11 would be posted to the OEAASecure Site (www.michigan.gov/oeaa-secure)and available today. The opening of this window has been moved to WEDNESDAYApril 21, 2010. Please know that the Tested Roster must be verified and anynecessary demographic corrections and/or research requests for yourdistrict must be received by TUESDAY April27, 2010, at 5:00 p.m. Once you have completedyour review you should print a final copy of the Tested Roster Reportfor your records. When the Tested Roster review period has closed, itwill no longer be accessible to users. This is your final opportunity to:
If you need assistance before the deadline, contact OEAA at877-560-8378 or send an email message to oeaa@michigan.gov.Thank you for your assistance in this important process. Best regards, Dan Evans April 13, 2010 IMPORTANT- MI-Access Spring 2010 Tested Roster Opens April 19
Dear District MI-Access Coordinator:
n April 19, 2010 your district’s Tested Roster for the Spring2010 MI-Access Grade 11 assessments will be posted on the OEAA SecureSite (www.michigan.gov/oeaa-secure)for your review. Reviewing the Tested Rosterand updating the information will help ensure that your district’sreports and Adequate Yearly Progress (AYP) data are accurate. This is your FINAL opportunity to:
The tested roster deadline is APRIL 23, 2010 at 5 p.m.Once you have completed your review you should print a final copy of theTested Roster Report for your records. When the Tested Roster reviewperiod has closed, it will no longer be accessible to users. Thank you for your assistance with this important process. Ifyou need assistance, please contact the OEAA at 877-560-8378 or send anemail message to oeaa@michigan.gov. Best Regards, Dan Evans April 13, 2010 Spring 2010 MI-Access Deadline forShipping Materials Dear District MI-Access Coordinator:
The last day to ship the Spring 2010 MI-Access assessments isWEDNESDAY, APRIL 14, 2010. In order toavoid any late fees, all of the assessment materials must be shipped tothe MI-Access contractor, Questar Assessment, Inc., NO LATER than APRIL14 (refer to the 2009 – 2010 Coordinator and Assessment AdministratorManual for complete return instructions at www.michigan.gov/mi-access). RETURNING ASSESSMENT MATERIALS LATE The MI-Access contractor will monitor the tracking system toverify returned shipment dates. Late fees will be chargedfor late shipments and missing barcodes (see chart below for charges).
NOTE: Any test materials received 15 days after the deadlinewill not be scored and students will be assigned as NOT assessed. Thank you for your cooperation in this important process. Ifyou have any questions, please call 877-560-8378 or send an e-mailmessage to oeaa@michigan.gov. Best regards, Dan Evans March 25, 2010 StudentsNot Tested Issues for Fall 2009 Assessments
Thedeadline for submitting Students Not Tested Issues for the fall 2009assessments was February 11, 2010. The Office of Educational Assessmentand Accountability (OEAA) has been reviewing the issues for math andreading in regards to possible AYP participation exemptions and willcontinue to do so until all active issues have been closed. Schools should take one more look at the AssessmentParticipation Summary Report to determine if the Percent Assessed inmath and reading is 95% or above. If the Percent Assessed is below 95%,schools should then check the Not Tested issues to verify if there areany issues with the status of “AYP No Change” for math and reading whichwould have required the school to submit additional information to theOEAA and would also give an indication of why the OEAA did not feel achange was justified. If additional information was requested by theOEAA, that information must be emailed to aypcontactus@michigan.govby the end of the day Tuesday, March 30, 2010. The additionalinformation requested cannot be taken over the phone and should only beprovided for issues that the OEAA has requested. No new Students Not Tested issues can be submitted by phone,email or the Students Not Tested screen in the OEAA Secure Site. To access the Assessment Participation Summary Report: 1. Once loggedon to the OEAA Secure Site (www.michigan.gov/oeaa-secure), click onStudents Not Tested from the menu at the left. 2. Select yourISD, District, School and the Assessment Year and click the Searchbutton at the top right. 3. After thesearch has brought back results, click on the Report button to the righton the Search Results bar. To access the Not Tested Issues: 1. Once loggedon to the OEAA Secure Site, click on the Not Tested Issues from themenu at the left. 2. Select theAssessment Year, ISD, District, School and AYP No Change as the IssueStatus and click the Search button at the top right. 3. To view thedetails of an issue and verify if additional information was requested,click on the issue number which is a blue link. 4. Ifadditional information is requested, email the requested information to aypcontactus@michigan.gov. Make sure to include the student’s name, the issue number and theinformation requested. Steve Viger March 23, 2010 Urgent -Spring 2010 MI-Access Additional Test Materials Order Deadline
Dear District MI-AccessCoordinators: This is a reminder that the window for additional testmaterials ordering will close for MI-Access on March 26, 2010.Test materials may be ordered on the OEAA Secure Site (www.michigan.gov/oeaa-secure) through 5:00p.m. this Friday. The final day for testing is March 31 and thedeadline for the contractor, Questar Assessments Inc., to receivedocuments is Wednesday April 14, 2010. The purpose for keeping the “Additional Materials Order” pageavailable is to allow districts to order materials to test students whohave arrived in the district late in the test cycle. Note the following when ordering materials:
If you have any questions please call 877-560-8378, option 4,or email oeaa@michigan.gov. Best regards, Dan Evans March 10, 2010 Public Release of Results - Fall 2009MEAP and MI-Access State results for the Fall 2009 Grades3-9 Michigan Educational Assessment Program (MEAP) assessments and Grades3-8 MI-Access assessments will be released to the publicand news media tomorrow, Friday, March 12, 2010, at10:00 a.m. EST. The embargo on your school reports anddistrict reports will be lifted at that time. You may thenfreely distribute reports to and discuss reports withthe public, parents and news media as youwish.
MEAP reports will be accessible to the public at10:00 a.m. tomorrow at www.michigan.gov/meap. Clickon “MEAP Test Results” on the left side of thepage. MI-Access and MEAP-Access reports willalso be accessible to the public at www.michigan.gov/mi-access andwww.michigan.gov/meap-access. LOCAL SCHOOLS AND DISTRICTS HAVE ANOPPORTUNITY FOR AN ADVANCE LOOK AT STATE RESULTS NOW. Ifyou have a User ID and Passwordto the Office of Educational Assessment and Accountability (OEAA) SecureSite, you may access, view, and print the State Summary reports.Go to www.michigan.gov/oeaa-secure and click on “StudentTest Scores” from the menu on the left side of the page. Then select the Fall 2009 Test Cycle for eitherMEAP, MI-Access or MEAP-Access. Remember, all of these reports are embargoed from release tothe public, parents, or news media until TOMORROW,MARCH 12, at 10:00 a.m. EST. You have been provided advance access in order to prepare yourselffor questions from the news media that may comeyour way as a result of the public release. DISCLOSURE OF ANY OF THEEMBARGOED INFORMATION OR DATA TO THE PUBLIC, PARENTS,OR NEWS MEDIA PRIOR TO 10:00 A.M. ET, MARCH 12, MAYRESULT IN AN ELIMINATION OF YOUR OPPORTUNITY FOR AN ADVANCE LOOKAT LOCAL AND STATE RESULTS IN THE FUTURE. Thank you for your patience as we have worked to deliver thestate summary reports. Although we began posting local results forschools and districts several weeks ago to provide you an opportunity towork with data during the current school year, our goal remains toprovide all results to you in early January. If you have questions about MEAP, MI-Access,or MEAP-Access reports, please call us at 877-560-8378,or send an email to: oeaa@michigan.gov. Best regards, Jim Griffiths March 4, 2010
EmbargoClarification OEAA has received notification thatthere is confusion about what schools MAY do with assessment reportswhile the embargo is still in effect. The following information appliesto MEAP, MEAP-Access, and MI-Access.
Schools are permitted to do the following:
Districts and schools may NOT discuss with or release tostudents, their parents, the news media or general public any schoolor district summary data until the MDE releases such data tothe news media. The MDE has not yet determined when these results will be madepublic, but we expect it will be soon. We will advise you via emailprior to the public release. Districts and schools will then be free todiscuss and release school or district summary data as they see fit. If you have questions regarding the embargo, please call877-560-8378 or send an email message to oeaa@michigan.gov. Thank you for your cooperation. Best regards, Jim Griffiths February 23, 2010
Subject:MEAP-ACCESS FALL 2009 REPORTS NOW AVAILABLE
We are pleased to announce that thereports for the Fall 2009 MEAP-Access assessments are now available onthe OEAA Secure Site at www.michigan.gov/oeaa-secure. (The StudentData file will not be available until February 26, 2010 at the securesite).
The MEAP-Access contractor, Questar Assessment, Inc., has begunshipping printed reports for Fall 2009 MEAP-Access results. Untilthese results are released to the news media by the Michigan Departmentof Education (MDE), districts are limited in what they may distribute ordiscuss. After district coordinators distribute reports to schools thatparticipated in MEAP-Access assessments, schools are permitted to dothe following: · Send Parent Reportsto parents · Disseminateindividual scores to students · Discuss Fall 2009MEAP-Access results internally among school staff for the purpose offocusing classroom instruction Districts and schools may NOT discuss with or release tostudents, their parents, the news media or general public any schoolor district summary data until the MDE releases such data to thenews media. The MDE has not yet determined when these results will be madepublic, but we expect it will be soon. We will advise you via emailprior to the public release. Districts and schools will then be free todiscuss and release school or district summary data as they see fit. We believe districts and schools appreciate the opportunity toview their results in advance of the public release, giving them time toprepare for inquiries. Please respect this embargo. Failure to complycould result in terminating this service for all districts and schools. If you have questions regarding this embargo, please call877-560-8378 or send an email message to oeaa@michigan.gov. Thank you for your cooperation. Best regards, Dan Evans February 8, 2010 February 8, 2010 February 8, 2010 February 4, 2010 Subject: MI-Access Spring 2010 Grade 11Shipment and Additional Material Orders Dear District MI-Access Coordinators:The Spring 2010 MI-Access Grade 11 assessment window is February 5 –March 24, 2010. Assessment materials have been shipped and will beginarriving in districts for schools that entered an initial material orderon the OEAA Secure Site (www.michigan.gov/oeaa-secure) by January 14. All materials have been packaged according to school, including anoverage, and will be shipped to the district MI-Access coordinator. Itwill be the responsibility of the district MI-Access coordinator todistribute the materials to the school coordinators. Trackinginformation for each box shipped can be found on the OEAA Secure Site byclicking on the “Material Orders/Tracking” link. It is very important to inventory your materials to determine if thereare any missing materials and if any additional materials are needed. If you did not enter an initial material order by January 14 or if youneed additional materials, you may order additional materials fromFebruary 5 through March 24, 2010. A district level user of the OEAASecure Site may order them using the “Add’l Material Order” link on thesite. Instructions can be found in the OEAA Secure Site User Manuallocated on the Announcement page after you have logged in. Note the following when ordering additional materials or first-timeorders: -Only district level users of the OEAA Secure Site can order additionalMI-Access materials. -Materials must be ordered by school and shipped to the district addressvia UPS ground. -If this is the first time you are ordering MI-Access materials, you donot need to enter counts for ancillary materials (ID sheets, UPS/RSlabels, rulers, etc.). These will be shipped to you automatically. -If you are ordering assessment booklets or accommodated versions, youdo not need to order an accompanying student answer document. These willbe included automatically in your order based on the number ofassessment booklets ordered. -If you are ordering accommodated versions, you do not need to orderstandard-print booklets. Standard-print booklets are automaticallyincluded in the accommodated version packet for MI-Access. Also notethat use of accommodated versions must be documented in the students IEPand used routinely in the classroom. -Districts may request UPS Next Day shipping by providing the MI-Accesscontractor with the district's UPS account number or other paymentmethod. If you have any questions about entering an additional material order orneed further information, please call 877-560-8378, option 4 or emailoeaa@michigan.gov. Best regards, Dan Evans Assessment Analyst for Students with Disabilities Office of Educational Assessment & Accountability Michigan Department of Education January 26, 2010 Subject: Students Not Tested Reminder -Deadline February 11, 2010 This message serves as a reminder that the deadline to submit issuesusing the “Students Not Tested” screen in the OEAA secure site(https://oeaa.state.mi.us/meap/login.asp) is midnight, February 11,2010.If you have already submitted issues that may be eligible for AYPexemption, it is imperative you check the status of your issuesperiodically. Whenever an issue is denied or noted as “No AYP Change” byOEAA, an explanation is always provided and is accessible to thoseseeking the exemption. If your initial request was denied and you feelthe denial is in error, you may provide additional information whichcould potentially lead to a change in exemption status. If this is thecase, please email the additional information requested, including thename of the student(s) and the issue number, toaypcontactus@michigan.gov. Based on the volume and nature of the exemption requests submitted thusfar, we feel it will be helpful to provide some additional points ofclarification: · Medical Exemptions – A valid medical exemption must includeboth the medical emergency/diagnosis as well as the dates the studentwas out of school. Valid medical exemptions are those for which thestudent’s condition precludes any participation in the State assessments– at home or school. This can include students that were out for anextended period of time with the flu. · Move Out Prior to Test – Valid exemptions include students whowere no longer enrolled in the school prior to the allowable dates oftest administration. These dates were October 30, 2009 for the MEAP andMEAP-Access and November 20, 2009 for the MI-Access. · Content Areas Not Influencing AYP Status - Currently, onlymathematics and reading are used for AYP determinations. As a result, ifan issue is submitted for a student not tested in content areas otherthan mathematics and reading, the system will reflect a “No AYP Change”status. However, because other content area data IS included inrequired federal reporting, it is still necessary to submit “not tested”issues for ALL content areas. Enrollment Data Collection - If there is no check box next to thestudent name and there is no data under the “ENROLLED” columns, thisindicates the student was not submitted on your September MSDS. If thisis true, then you do not need to submit a “not tested” issue for thestudent because the student is not used when determining your AYPstatus. The school of record for the student, as reflected in theSeptember MSDS collection, will be responsible for reporting anyassessments not taken. UIC Verification – OEAA matches the student Enrolled information andAssessed information based on the UIC. If OEAA has a different UIC or noUIC then the student may be listed twice on the Students Not Testedscreen: once as assessed and once as not assessed. If you find thatthis is the case, you will want to work with those within your districtwho are responsible for resolving issues with UIC’s and other studentidentification issues. If the student has multiple UIC’s assigned theywill need to be linked. It is the district’s responsibility to provideCEPI with the information necessary to make a valid link of thoserecords. Students Taking Multiple Assessment Types - If a student has taken morethan one type of assessment (e.g. MEAP-Access mathematics and MEAPreading, or MI-Access Functional Independence reading and MEAPmathematics) the student will appear on multiple lines. You might find it useful, when addressing both the multiple assessmentand UIC issues, to select “ALL” from the Assessed field. This will allowyou to see all records for all students. If the student has a testtaken for each of the content areas, even if on two different lines,then you do not need to submit a “Not Tested” issue. The instructions for the Students Not Tested screen are accessible inthe OEAA Secure Site Manual. However, if you have additional questionsor need assistance, please do not hesitate to contact the OEAA at877-560-8378 or email oeaa@michigan.gov. Accountability and Evaluation Office of Educational Assessment and Accountability Michigan Department of Education Jaunary 13, 2010 Subject: MI-ACCESS SPRING 2010 WEBCASTTENTATIVE AGENDA Thursday, February 4, 2010 1:00 p.m. – 2:30 p.m. The MI-Access Webcast is designed to provide District and SchoolMI-Access Coordinators with the information needed to help the Spring2010 MI-Access assessment administration process go smoothly. Webcast Content A. Welcome and Introduction B. The MI-Access “Top 10” C. Participation and Supported Independence D. Functional Independence E. Do Not Read Aloud Items F. Assessment Accommodations G. OEAA Secure Site Processes To submit questions during the Webcast Fax: 1-734-334-1857 Email: answers@resa.net MI-Access Webcast Connection Information Video streaming: http://www.MIstreamnet.com Click on “Live Video Steam” link, or view the “Video On Demand” any timeafter the Webcast. For technical assistance, go the left-had side of the MIstreamnet homepage and click on “Tech Support” or call the REMC MIstreamnet Toll FreeHelp Line number: 1-888-570-6212 Please do NOT call the Michigan Department of Education or the MI-AccessToll-free Hotline. DVD copies will be available afterward. Cost is $10 plus $4 shipping and handling. Contact Brenda Hose at 1-734-334-1437 or hoseb@resa.net January 12, 2010 Subject: MI-Access Spring 2010 Countsand Pre-ID Reminder Dear District MI-Access Coordinator: The Spring 2010 Grade 11 MI-Access assessment window will take placeFebruary 15 through March 31. This e-mail is a brief reminder fordistricts that may not have yet: 1) entered Spring 2010 MI-Access Initial Material orders forassessment materials and/or 2) completed the Spring 2010 MI-Access Pre-ID Process at the OEAASecure Site (www.michigan.gov/oeaa-secure). These are two separate processes, and both must be completed to assurereceipt of sufficient assessment materials and barcode labels before theopening of the assessment window. This will also assure accurate NCLBand AYP calculations. Deadlines for completing these processes are as follows: Spring 2010 initial material orders: The OEAA Secure Site will close fororders on January 14, 2010 at 5:00 p.m. Materials ordered by thatdate/time will arrive in districts during the week of February 1. TheOEAA Secure Site will re-open February 5 through March 24, 2010 to allowdistricts to order more assessment materials for additional students. Spring 2010 MI-Access Pre-ID Process: Spring 2010 MI-Access Pre-ID mustbe completed by January 14, 2010 at 5:00 p.m. in order for districts toreceive preprinted student barcode labels from the contractor. Districtsmust still pre-ID any new students after that date but will need toprint the student barcode labels locally. Instructions for ordering materials and for completing the Pre-IDProcess can be found in the OEAA Secure Site User Manual, which islocated at the login page (before you enter your user ID and password)or at the bottom of the Announcements screen once in the site. You may also receive assistance by calling 877-560-8378 toll-free orsending an e-mail to oeaa@michigan.gov. Thank you for your attention tothese two very important processes. Dan Evans Departmental Analyst for Students with Disabilities Michigan Department of Education Office of Educational Assessment and Accountability September 23, 2009 Subject: New Draft MEAP Writing Rubrics One of the most important reasons for changing the MEAP writing September 16, 2009 Assessment Accommodation Summary Table A revised Assessment Accommodation Summary Table was approved by the
Revisions to the original SBE-approved accommodation table wereneeded Friday, May 16, 2008 8:08 AM As more districts institute spamblocking and e-mail filtering software, there has beenan increase in the number of MI-Access e-mails returned as"undeliverable" to Questar Assessment, Inc. While these securitymeasures are certainly understandable, District MI-Access Coordinatorsneed to receive important MI-Access assessment information sent viae-mail from Peggy Dutcher at the Office of Assessment and Accountabilityand from Questar Assessment, Inc. Since District MI-Access Coordinators usually are not aware ofundelivered e-mails, please take a moment to contact your district'sdesignated Information Technology (IT) professional to inform him or herthat it is crucial to both receive e-mails and be able to openattachments from the following e-mail addresses: dutcherp@michigan.gov (E-mail address of Peggy Dutcher, Manager, Assessment for Students withDisabilities Program, Michigan Department of Education, Office ofEducational Assessment and Accountability) mi-access@questarai.com (E-mail address of Questar Assessment, Inc., the MI-Access contractor.Questions and requests for assistance can be sent to this e-mailaddress.) mi-access2@questarai.com (This is an additional e-mail address used for providing answers andassistance to District MI-Access Coordinators.) mi-access-coordinators@questarai.com (This e-mail address is used to send important information to allDistrict MI-Access Coordinators listed in the MI-Access Listserv.) If you have any questions, please contact the Toll-free MI-AccessHotline at 888-382-4246 or send an e-mail to Questar Assessment, Inc. atmi-access@questarai.com.Thank you very much for your cooperation in this important matter. The Special Edition ofThe Assist is now available on the MI-Access Information Center atwww.mi-access.info. IIt is also posted on the MI-Access web page (www.mi.gov/mi-access). |